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DATABASICS' Organization Structure is comprised of the Operating Unit, Department, Employee, Function, and Location. Also associated with Organization are other other user reporting group elements, like: Currency, Employee Types, HolidayHolidays, VendorVendors, Time Code Codes (Pay CodeCodes), Time Code and Reporting Validation Rules, and User Reporting Group elements.
The Operating Unit is the highest level within an organization. Operating Unit can represent any type of entity or company. An Operating Unit is unique across the entire organization. For example, Operating Unit may correspond to an organization’s "Divisions". Operating Unit is a required level of the Organization Structure.
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Operating Unit
The Operating Unit is the highest level or "parent" within an organization and it is required within the hierarchical organizational setup. An operating unit , it is unique across the entire organization and it will support any type of organizational cost center structure.
It can represent any type of entity or company, and it is required within the hierarchical organizational setup. For example, an operating unit Operating Unit could be classified as a company division with various departments or cost centers under the operating unitOperating Unit. Using this example, the hierarchy would be as follows:
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The Department acts as the administrative unit for an Employee. A department Department is the child of its parent operating unitOperating Unit. Department ID's can be duplicated across operating unitsOperating Units. For example, there can be a Department 1234 in each operating unitOperating Unit (see example above). Each Employee is assigned to one departmentDepartment.
Function
Functions are only used in DATABASICS Time and are generally used as a skill classification/cost rate category, but may be used for any purpose.
Each employee can be assigned a default function Function that will automatically appear on his timesheet. In addition, Time can be configured to allow employees to change their default function Function when charging time to a WBS. That is, employees mainly perform a default functionFunction, but can occasionally perform a different functionFunction.
If skill classification/cost rate category specificity is not required, another grouping of users can be established at this level to support the functional requirement.
Location
The DATABASICS element Location is used to capture specific business sites or if specificity is not required, geographic or political consolidations. For example, different work/business rules may apply per Location with respect to the length of the workday, weekdays versus week-days v. weekends, etc.
Each employee is assigned to a default locationLocation, which can be changed during Time Entry on a per line basis.
If physical Location specificity is not required, another grouping of users can be established at this level to support the functional requirement.
Vendor
DATABASCS’s Vendor can identify users in the application for the purposes of reimbursing Vouchers and Invoices.Time reported by contractors, or other members of outside organizations. , e.g.:
Expenses for reimbursement (including by employees) as well as external vendors, e.g. as part of a Vendor Payment solution.
Time reported by contractors, or other members of outside organizations.
Employee
Employee is the lowest level of the Organization Structure and are assigned to one and only Department. This element is used to identify the actual users of the DATABASICS system.
The employee profile can be associated with any of the above user reporting group elements, and may be linked with an approval workflow.
Work Break Structure (WBS)
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The Work Breakdown Structure (WBS) defines the actual activity for which an employee is recording time and expenses. The WBS allows for 4 levels. The default labels for the WBS are Main WBS, Level 1, Level 2, Level 3, and Level 4; these labels are client configurable under System Options in Admin. Additionally,
DATABASICS allows also allow the creation of Types at Levels 1 and 2 of the WBS. For example, if Project is Level 2, the client may wish to have such Contract types Types, such as Fixed Cost and Time and Materials form part of the data set. It is possible to have a WBS for one application module and not the other, for example having a WBS in Timesheet but not in the Expense Report. Having a WBS is not required, if the WBS is enabled, only Level 1 is required.
WBS Level 1 ID's must be unique across the system. The remaining levels only need to be unique within each Level. For example, Client One and Client Two can each be Level 1 ID's. Project One can exist under each Client as a level 2 ID. In addition, Level 3 and Level 4 ID's can be created as global elements, allowing them to be created once and assigned to multiple levels or available for selection by employees during time and expense entry.
All WBS levels have a billable flag. If a timelineTimesheet line's time code and all WBS levels are billable, Timesheet regards the timeline hours as billable. If either the time code or any part of the WBS on a timeline line is not billable, Timesheet the application regards the timelineline's hours as not billable. It is possible to restrict and assign WBS elements, so that only certain employees will be able to charge time and/or expenses to a particular WBS.
In the section below, we employ the default terms mentioned above. If the labels have been changed during configuration, the new labels will appear in the actual menu.
Due to data dependencies during the initial setup, it will be necessary to setup some data elements prior to others. If WBS is to be used, a recommended method is to set up the WBS in the following order:
Level 1 Type (requiredoptional)
Level 2 Type (required optional, if Level 2 is used)
Main WBS - Main Work Breakdown Structure (requiredoptional)
WBS Level 1 (required)
WBS Level 2 (optional)
WBS Level 3 (optional)
WBS Level 4 (optional)
If functions Functions (see Organization Structure, above) are dependent on WBS, then WBS functions need to be created and assigned to the corresponding WBS. Administrators can create a local function (attached only to one particular WBS) and assign it to a WBS, or make function assignments to more than one WBS from a list of template functions created under Function Setup under Organization (see above). Also, if the local functions are restricted, they may be assigned to employees in the Default Function Assignment window. Additionally, that window is used to establish the default function for particular employees charging to the WBS.
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